Workplace wellness grant

The program provides funding for employers to establish training and programs to reduce health risk factors specific to their employees

Employers wanting to improve the health and wellness of their workers can benefit from the Workplace Wellness Grant Program (WWGP). It provides funding to assist employers in establishing training and programs to reduce health risk factors specific to their employees.

BWC established WWGP to study the effect of a wellness program in the workplace on bringing down incidence and cost of accidents and illnesses. The goal is to control the escalating cost of workers' compensation claims through addressing health risk factors. The WWGP's collateral goals are also to reduce health-care costs for employers, as well as improve the health of the workforce.

Purpose

We've established this program to meet the challenges of obesity, rising incidence of chronic diseases and the aging workforce. This program will assist employers with the creation and implementation of a workplace wellness program. The goal is to limit and control the escalating cost of workers' compensation claims by helping employers develop health promotion programs for their employees. The secondary goals are to reduce health-care costs for employers, and improve the health and well-being of the workforce.

Who's eligible

Below is a list of eligibility requirements to receive a workplace wellness grant.

Be a state-fund employer

Be current on monies owed to BWC – not more than 45 days past due

Maintain active coverage – not more than 40 days lapsed in the prior 12 months

Do not have a wellness program

Note: Professional Employer Organizations (PEOs) eligibility:

State-fund employers who are in a PEO/client relationship are generally not eligible to apply for a workplace wellness grant. In order to apply for a grant, the client employer must demonstrate that the employees participating in the workplace wellness program are employees covered under the client employer’s BWC policy.

PEOs are eligible for workplace wellness grants under their own policy number. A PEO can only use these for operations owned/operated by it and not for any client employer.

A workplace wellness program consists of the following tools:

A health-risk appraisal (HRA) and a biometric assessment – both of which measure health-risk factors;

Programs designed to address those health-risk factors.

If an employer only has one of these tools, then it does not have an existing wellness program and is eligible to apply for the workplace wellness grant. If the employer has both tools listed above, we consider that an existing wellness program and the employer is not eligible to receive a workplace wellness grant.

Participation requirements

Once approved for a grant, you must contract with a third-party wellness program vendor. You also must share aggregated data related to your employees' health-risk factors and costs with us, and demonstrate proper use of grant awards and effective implementation of your wellness program. We will subsequently use the data to determine the effectiveness of the wellness program on workers' compensation claims frequency, claims costs and the timeliness of post-injury return to work.

You also agree to allow us to inspect original program records of wellness program participants upon demand and on-site in the event that questions arise regarding participation. You agree to provide us access to information to help us measure the effectiveness of the wellness program. You will allow us to use grant program results in the following ways, but not limited to, literature, data, videos, specifications and/or photos for the purposes of illustrating, educating, and training employers and employees.

Fund details

Participating employers may receive $300 per participating employee over a four-year period, up to a maximum amount of $15,000 per policy. We define participating employee as someone who completes an HRA and biometric screening in the first three months of the first year and each of the subsequent years of the grant program. In addition, employees must participate in at least one activity to improve or maintain their health in each program year. We divide the $300 over the four years per employee as follows.

Year 1

Year 2

Year 3

Year 4

Total

$100

$75

$75

$50

$300 per employee

Grant-fund use

Employers must use wellness grant funds to compensate the external wellness program vendor for providing HRA biometric screenings and subsequent activities designed to address the results of the screening and assessment. These activities include, but are not limited to, weight-loss management programs, educational seminars on improving health, physical fitness activities and nutritional counseling to benefit the participating employees. Employers must provide us with documentation showing the use of the awarded funds. The documentation is due to us within three months reporting the aggregate HRA/biometric data elements and the employee data. It may include, but is not limited to, original invoices and canceled checks. Employers must provide us with receipt documentation showing the use of the awarded funds. The HRA and biometric screening receipt documentation is due to us within three months after reporting the aggregate HRA/biometric data elements and the employee data. The receipt documentation for the health promotion programs/activities is due with OR prior to submission of the annual case study report. Both may include, but are not limited to, original invoices and canceled checks.

Below are examples of health promotion programs and activities which are covered by the grant funds. Your external wellness vendor must develop and implement these programs and activities.

Health risk appraisals

Biometric screenings

Smoking cessation classes which may include smoking patches

Weight management classes

Weight loss challenges

Exercise classes

Nutrition classes

Walking programs

Educational materials for the classes (booklets, videos)

Lunch and learns

Disease prevention training

Below are examples of items which cannot be purchased with grant funds.

Employers may not use funds to cover salaries, wages, internal labor or any costs associated with preparing the application. We will hold a company responsible for using the grant in the intended manner. An employer may face civil and/or criminal sanctions if he or she misappropriates and/or misuses grant funds or misrepresents information when submitting a request for grant funds or any documents submitted for securing grant funds.

BWC and IRS requirements

IRS 1099 requirement - All grant recipients will be issued a 1099 for their BWC paid grant funds. This does not preclude employers from providing BWC proof of spending verification for the use of the grant funds. Verification includes itemized invoices and copies of all bank cleared checks (front and back) to support all invoices associated with the workplace wellness grant program biometric screening and HRAs. This documentation must be submitted within three months of reporting this data each year. All invoices and copies of bank cleared checks (front and back) for the health promotion programs and activities must be submitted by the case study date.

Note: The issuance of a 1099 does not preclude BWC from seeking administrative, civil and/or criminal sanctions if you do not reimburse the bureau all unused grant money and/or funds deemed misappropriated.

Obligation during change of ownership

If the employer sells, merges or combines its business after receiving a grant but before completing the annual case study, our Successorship Liability Policy will go into effect.

The grant/predecessor employer is responsible for notifying the successor employer of the obligations under the WWGP.

The successor employer may be liable to repay any and all previously paid grant monies if these obligations are not met.

Disqualification

If for any reason the employer participating in the program fails to satisfy one or more of the criteria established in the application and instructions, legal agreement and the Ohio Administrative Code (OAC) 4123-17-56.1, including but not limited to; the requirement of maintaining active coverage, timely payments therefore, and the obligations described in the employer responsibilities and requirements for each year of participation, we may disqualify the employer from the program. Disqualification means the termination of our obligations under this agreement, and we reserve the right to recover grant monies by one or more of the following methods: billing the employer for the grant money received; forwarding to the Office of the Attorney General of Ohio for collection; set-off; recoupment, or other civil and/or legal remedy.

How to apply

The employer must complete the online grant application, so we can understand your workplace wellness goals, the steps you've taken in the past, and the methods you'll use to measure program effectiveness. We'd like to learn of any wellness efforts undertaken at your workplace and any efforts you'd like to undertake. We also want to know about any challenges and pushback encountered by past wellness efforts. The more we learn, the better we can measure the outcome and successes of your program at the end of the four years.

Note: Each eligible applicant must complete the Safety Management Self-Assessment (SH-26) online when applying. We'll use the information to identify opportunities to improve your safety and claims-management processes. We require this assessment for many of our programs, so if you have filled this out in the last year for another program we won't require you to complete one for another year.

Program document requirements

Agreement between BWC/employer

Vendor information form, direct deposit form and a W-9 tax form to Ohio Shared Services

The agreement

Employers must sign a legal contract agreement with BWC to participate. The agreement is a four-year contract between BWC and the employer. It outlines the employer's obligations to receive grant funds. The agreement is located under Resources on this page. Employers applying for this grant program must download the agreement, sign and mail the agreement with original signatures to Workplace Wellness Grant Program, Division of Safety & Hygiene, 13430 Yarmouth Drive, Pickerington, OH 43147-8310. BWC must receive this contract agreement prior to processing your online grant application.

Signature on application and agreement

Private employers must sign the application and agreement, signifying they are either the owner, chief executive officer, chief financial officer, plant manager or other person having fiduciary responsibilities with the employer. In addition, the employer agrees the signer or his or her successor will have the authority to oversee the employer's responsibilities for the duration of the grant program. The signer's authority will continue until the employer notifies us of the name of the successor.

Public employers must sign the application and agreement, signifying they have primary fiduciary responsibilities under their BWC policy number. In addition, the employer agrees the signer or his or her successor will have the authority to oversee the carrying out of the employer's responsibilities for the duration of the grant program.

The online application requires an e-signature from the responsible party mentioned above.

As a potential safety grant recipient, your business must register as a state supplier and obtain a supplier ID number to receive grant funds. Additionally, you must complete a Request for Taxpayer Identification Number & Certification (W-9) and Authorization Agreement for Direct Deposit of EFT Payments (OBM-4310-Rev.11/1/2011). Both forms are available through the Ohio Supplier Portal.

To obtain a supplier ID number and obtain the two forms mentioned above, please complete the following:

Register in OH|ID by creating an account with a username / password that can be used for the Supplier Portal. Click on Sign Up to set up an account in OH|ID.

OH|ID is the official identity management solution for all State of Ohio systems. OH|ID provides an 8-digit user ID that can be used to access a variety of the state's online applications. It delivers a secure and private experience for users during online interactions with the state.

The Supplier Portal is designed to provide suppliers with convenient access to information about their financial interactions with the State of Ohio. The Supplier Portal is easy to use, accessible across multiple devices (computers, smartphones and tablets), and efficiently enables self-service functionality.

Once you submit your application, we'll review, and then approve or deny it based on its merit. If approved, you'll receive a letter explaining the next steps in the grant award process. If denied, we'll send you a letter explaining the reason for the denial.

Next steps after approval

Once we approve your application, you must complete the following steps within three months from the date on the approval letter to receive grant funds:

Notify the third-party vendor to provide a copy of the aggregate data report directly to BWC (same address as grant submission).

Select a third-party wellness program vendor

Employers approved to receive workplace wellness grant funds must select and contract with a third-party wellness program vendor. Employers may not self-administer any portions of the wellness program, including HRAs, biometric screenings and guidance on health promotion programs. Employers may contract with multiple vendors to establish their wellness programs, i.e. vendor to administer the HRAs and biometric screenings and a vendor to implement health promotion programs.

Vendor selection guidelines

We're providing the following wellness program vendor guidelines to assist you in the selection of a vendor. We do not endorse the use of any particular vendor.

Experience in developing wellness programs for companies in your industry

Secured data systems

Online portal and other means of collecting protected health data and providing guidance

You'll find a list of vendors for your reference in the Resources section on the right-hand side of this page. When choosing a vendor, we suggest you determine if they have the following knowledge, experience and resources. Also, see conflicts of interest and ethics compliance certification in the agreement. Note: BWC does not endorse any individuals or entities that appear on our vendors list in any way, and makes no representation regarding the quality of service provided by them. This list is merely a point of reference for employers seeking wellness program vendors. Employers may use any qualified vendor whether or not the vendor is on the list.

We require a vendor to provide services for all elements of the wellness program: the biometric screenings, health-risk appraisals and health promotion programs. You're allowed to use more than one vendor. We suggest you review the required data elements with potential vendors. This way, the vendor will know upfront whether it will be able to assist you in meeting the program requirements. Make sure the vendor knows we award the grant AFTER we receive the HRA and biometric data elements. This may assist you in setting up a payment system between yourself and the vendor.

NOTE: Change of vendor

If for any reason you need to change your wellness program vendor, notify us immediately. After securing a new vendor, provide us with a copy of the contract between you and the new vendor.

Data required from employer and wellness vendor

Participating employers must enter total health-care utilization costs, aggregated biometric data, aggregated HRA data and employee information, including participating employee names and claims for each year of program participation into Progress look-up. The data are due within three months of the grant application approval and, in subsequent years, within three months after the year-end case study. You'll receive instructions for what information is required for the employee participation data with the employer grant approval letter from us.

Employers also must have their third-party vendor provide a copy of the aggregate data report directly to us within three months from the date of approval. This report must include the aggregate data listed under biometric data and health risk appraisal data.

The employer coerces employees into participating in wellness programs.

Next steps after first year

Submit a year-end case study Employers who receive grant funds must submit a case study to us at the end of each year of participation. The purpose of the case study is to:

Assess the impact of wellness on workplace safety;

Assess the frequency and severity of workers' compensation claims;

Establish best practices for the implementation of workplace wellness programs.

Additional information on the annual case study is found at the bottom of the web page.

Submit paid, itemized invoices and copies of all canceled checks to support all invoices associated with the workplace wellness grant program biometric screening and HRAs within three months of reporting this data each year. All invoices and copies of canceled checks for the health promotion programs and activities must be submitted by the case study date.

Employer requirements for years two through four Employers must meet the following requirements to receive funding in years two through four.

Complete the safety management self-assessment;

Obtain approval for the grant funds;

Complete and timely submit the case study to receive funding for the next year;

Complete the following steps within three months of receiving application approval:

Execute a contract with a wellness program vendor and submit a copy to BWC if the prior year contract changed or you chose a new vendor;

Complete HRAs and biometric screenings for all your employees through your wellness program vendor;

Notify the third-party vendor to provide a copy of the aggregate data report directly to BWC (same address as grant submission). This report must include the aggregate data listed under biometric data and health risk appraisal data on this Web page. Employers are to include their policy number on all employer submitted documents, correspondence, and emails.

Application checklist

Review program requirements.

Have the following information available prior to applying:

Policy number, federal tax ID or Social Security number;

Whether you currently have a wellness program with a health-risk appraisal and biometric assessment;

Whether you have a wellness program with healthy promotion and activities designed to address health risk factors;

BWC will evaluate the application and notify you via email, whether we approved or denied your participation in the grant program.

Required program data

You and your vendor must report this information to BWC within three months of receiving approval to participate in the program. We intend to use this data to determine the effectiveness of participation in a wellness program.

Employee data

Total number of employees in the company

Participating employee names. We're collecting names for research purposes and tracking workers' compensation claims. The list of names will also assist us in knowing how many participating employees there are.

Total health care utilization costs (non-workers' comp) if available for each of the past two years. Health-care utilization costs are the total monies paid by the health-insurance company for the employees' health-related products and services. We understand that employers may not have this data readily available at the time of applying for the grant. However, BWC expects the employer to start keeping track of this data as participation continues.

Total number of hours worked by each participating employee in each of the previous two years prior to participation. This is required for Year 1 participation. In each of years two through four the employer will only report the prior one year.

Total number of sick days for each participating employee in each of the previous two years prior to participation. This is required for Year 1 participation. In each of years two through four the employer will only report the prior one year.

We suggest you review the required biometric and health-risk appraisal (HRA) data with potential vendors. This way, the vendor will know up front whether they'll be able to assist you in meeting the program requirements. The employer is responsible for submitting ALL required data elements.

Biometric data

As an employer you're required to have your third-party vendor provide a copy of the aggregate data report directly to us within three months from the date of approval. Mail the report to:

Percentage of participating employees who can be categorized into stress levels

Required annual case study

The case study is due one year from the date we warrant the grant check in each year of the grant program. The purpose of this case study is to assess the impact of wellness on workplace safety, the frequency and severity of workers' compensation claims, and to establish best practices for the implementation of workplace wellness programs.

You complete the annual case study online. Please click the link at the bottom of this section to begin.